What this does: Site Shutdown lets you shut down several cooling systems at one location in a single workflow. You enter shared details once (date, technician, service action), choose which appliances to include, and record refrigerant recovery and a post-shutdown status for each. Trakref then creates one Shutdown/Mothball service event per system on the work order.
Before you start: You need an open work order at the location (its status must not be Closed or Work Completed), the shutdown date, a primary technician, and the service action. Site Shutdown is available to everyone except Read Only users.
Where to find it: The Site Shutdown option appears in the right-side menu of an open work order, just below Add Site Leak Inspection.
How to Use Site Shutdown
Step 1. Open the work order and start Site Shutdown. From an open work order's detail page, open the right-side menu and select Site Shutdown (just below Add Site Leak Inspection).
Site Shutdown in the work order's right-side menu, below Add Site Leak Inspection.
Step 2. Read the help bar. A help bar at the top of the workflow reminds you: “Select each system included in the site shutdown and identify whether refrigerant was recovered.”
Step 3. Complete the Shutdown Details. At the top of the form, fill in the shared details — these apply to every system you shut down:
- Type of Service — pre-set to Shutdown/Mothball.
- Shutdown Date — the shutdown (service) date. No future dates. Applied to all selected systems.
- Primary Technician — applied as the primary technician on every selected asset. The list is filtered to technicians with EPA 608 certification.
- Service Action — for example, Remove.
- Notes — optional free text.
Shutdown Details — Type of Service is always Shutdown/Mothball; set the date, technician, and service action.
Step 4. Filter the system list (optional). Use the filters above the table to narrow which systems appear. Both default to Select All:
- System Type — Comfort Cooling, Process Cooling, Refrigeration, or Select All.
- System Status — Active, Inactive, or Select All.
Note: A system only appears if it is at the work order location, is a cooling appliance, and does not have an Operational Status of: Retrofitted, Moved, Disposed/Destroyed, Sold, or in Provisional Non-operation.
System Type and System Status filters above the selection table.
Step 5. Select the systems to shut down. Check each system's box to include it, or use Select All. Each selected row expands to collect its details.
Note: Unchecking a system removes it from the shutdown and clears any details you already entered for it — re-checking means re-entering them.
Step 6. For each system, answer “Was refrigerant recovered from system?” Choose Yes or No. Your answer decides which fields follow.
- If No — complete Post Shutdown Status. That is the only required field.
- If Yes — the Recover Gas section appears (next step).
An expanded system row set to “Yes,” showing the Recover Gas fields.
Step 7. If Yes, complete the Recover Gas details.
- Cylinder (required) — choose “unknown cylinder” or a recovery cylinder available at the location.
- Transfer Amount (lbs) (required) — must be between 0 and the system's current gas charge. Respects your weight-unit preference.
- Status of Recovered Gas (required) — appears after you pick a cylinder (for example, sent for reclaim, destruction, or recycled).
- Was Appropriate Vacuum Pulled? (required).
- Post Shutdown Status (required) — required whether refrigerant was recovered or not. This value is kept even if you switch the Yes/No answer.
- Optional fields — Cylinder Notes, Transfer Notes, Recovery Equipment Used, and Vacuum of HG.
Validation: If you enter a transfer amount higher than the system's current gas charge, you'll see “Transfer amount must be less than the current gas charge.” Lower the amount to continue.
Transfer-amount validation error when the amount exceeds the current gas charge.
Step 8. Track each row's status. The indicator at the top-right of each row shows Pending until you answer the recovery question, then No Change once it's answered, then the selected post-shutdown status once you choose it.
Row status indicators: Pending, No Change, and a selected post-shutdown status.
Step 9. Complete the shutdown. The Complete button (top of the form) stays disabled until all shared details are set, at least one system is selected, and every selected system's required fields are filled. When it's enabled, select Complete.
The completed form with the Complete button enabled.
Step 10. Confirm. A “Site Shutdown created.” popup confirms the shutdown was recorded for all selected systems. Select View Work Order to return to the work order, or the X to close.
“Site Shutdown created.” confirmation popup.
What happens next
On completion, for each system you shut down:
- Service event — one Shutdown/Mothball service event (Work Completed) is created per system, all on the originating work order.
- Service date — becomes your Shutdown Date.
- Operational status — set to the Post Shutdown Status you chose for that system.
- Net gas added — shows the negative of the recovered amount (for example, −4), or 0 if no refrigerant was recovered.
- Current gas weight — set to 0. (The charge capacity is unchanged.)
- Disbursement date — set to the Shutdown Date.
- Asset status — set to Inactive.
The work order lists a Shutdown service event for each system, with its status and net gas added.
The location inventory reflects the shut-down systems as inactive; systems you excluded stay active.
Troubleshooting
- “Transfer amount must be less than the current gas charge.” The transfer amount is higher than the system's current gas charge. Enter a value between 0 and the current charge.
- The Complete button won't enable. A required field is missing. Confirm the Shutdown Details (Shutdown Date, Primary Technician, Service Action) are set, at least one system is selected, and every selected system has answered the recovery question, filled any required Recover Gas fields, and has a Post Shutdown Status.
- A system isn't in the list. It may be filtered out or ineligible. Clear the filters; note that systems already Retrofitted, Moved, Disposed/Destroyed, Sold, or in Provisional Non-operation won't appear.
- The date won't accept my entry. The Shutdown Date cannot be in the future.